Invoices

The Invoices section allows you to create, send, and monitor invoices for your clients — all in one place.
From this module, you can:

Generate professional invoices
Track payment status
Manage drafts and sent invoices
Export or resend documents when needed

📂 Invoice Management Dashboard

Note

Go to Sidebar → Invoices

From the invoice dashboard, you can view all invoices in a structured table.

Column	Description
Invoice No	Unique invoice identifier (e.g. INV-001).
Client	The customer linked to the invoice.
Invoice Date / Due Date	Dates for creation and payment.
Total	Total amount before and after taxes.
Status	Current state (Draft, Sent, Paid, Overdue).
Paid / Payment Date	Displays the payment amount and date.
Actions	Edit, duplicate, or delete options.

Note

⚪ Draft – Not yet finalized.
🟠 Not Sent – Finalized but not yet sent to client.
🔵 Sent – Sent to the client.
🟡 Partially Paid – Partial payment received.
🟢 Paid – Fully paid invoice.
🟣 Overdue – Payment delayed past due date.
🔴 Cancelled – Invoice has been cancelled.

➕ Creating a New Invoice

To create a new invoice, click the “Create Invoice” button in the top-right corner.

🧾 Step 1: Select a Client

Note

Use the Select Client dropdown to find an existing client. Or type a new client name and click Add New to create one on the spot.

🗓️ Step 2: Define Invoice Details

Fill in the main invoice information:

Field	Description
Invoice Number	Auto-generated or manually assigned.
Invoice Date	Date of issue.
Due Date	Deadline for payment.
Currency	Choose invoice currency (e.g., USD, EUR, TND, DJF).

Note

Use consistent currency for all invoices related to the same client for clarity and accounting accuracy.

🧮 Step 3: Add Invoice Lines

Note

Click Add Line to include products or services.
Each line includes:

Item name or description
Quantity
Unit price
Tax (if applicable)

For shipping costs: Add shipping as a separate line item with description “Shipping” or “Delivery”, quantity 1, and the shipping amount as unit price.

Use the toggle “Show items with tax” to include tax details in each line item.

Note

Show items with tax: Determines whether item prices are entered and displayed as gross (with tax) or net (without tax). Totals are shown accordingly, and slight differences may appear due to rounding when converting between net and gross prices.

📝 Step 4: Customize Additional Texts

Under the Extra section, personalize your invoice:

Field	Description
Text Before Items	Add notes that appear before the item list.
Text After Items	Display payment instructions or thank-you notes.
Footer	Add company registration, tax info, or terms.

Example:

🧾 “Thank you for your business! Payment is due within 30 days.”
🏦 “Please transfer to IBAN: TN59 0100 1234 5678 9012 3456.”

💾 Step 5: Save or Send

Once your invoice is ready, you can:

Action	Result
Save as Draft	Keeps the invoice editable and hidden from the client.
Save (Not Sent)	Finalizes and moves invoice to “Sent” status.
Send	Sends the invoice via BillingNow’s email system.
Mark as Sent	Marks invoice as sent (for manual sending via your own email).
Edit	Modify the invoice details.
Download PDF	Downloads the invoice as PDF for manual distribution.
Create Credit Note	Creates a credit note linked to this invoice.
Delete Invoice	Permanently removes the invoice from your system.
Cancel	Discards current changes without saving.

Tip

Always Save as Draft first to review the layout preview on the right. When satisfied, click Save to send or publish.

💌 Sending Invoices via Email

You can share invoices with your clients in two ways:

1️⃣ Send Directly from BillingNow

Use the “Send” button to deliver the invoice automatically from the system. BillingNow will send a professional email to the client, including:

The invoice PDF as an attachment
The invoice summary (number, total, and due date)
A short personalized message

Example of email preview:


Subject: Invoice INV-2
Body:
Dear Mr Antoine Leroy,,

Please find attached your invoice INV-2.

Thank you for your business.

Best regards,
Cappsule

Options:

You can customize the subject and message body before sending.
Once sent, the invoice status changes to Sent, and a timestamp is recorded in the dashboard.
The client’s email address is automatically taken from their profile.

Tip

Make sure your client’s contact email is correct in the Client Details section to ensure successful delivery.

2️⃣ Send Manually from Your Personal Email

If you prefer to use your own mailbox (e.g., Outlook, Gmail):

Click Download PDF on the invoice.
Attach the downloaded file to your personal email.
Write your own message and send it manually.
After sending manually, return to the invoice and click Mark as Sent to update its status in BillingNow.

Email Sending Status

Once an email is sent from BillingNow:

The status icon changes from 🟠 Not Sent to 🔵 Sent.
The Sent Date column displays the exact timestamp.
You can Resend the invoice anytime from the Actions menu.

💰 Step 6: Add Payment

Once an invoice has been sent, you can record payments received:

Note

Payments can only be added to invoices with “Sent” status. Draft and “Not Sent” invoices cannot receive payments until they are sent.

To add a payment:

Select the invoice from your invoice list and click on actions
Click “Add Payment” button (available only for sent invoices)
Enter payment details:
- Reference
- Payment date
- Payment amount
- Payment method (Bank Transfer, Credit/Debit Card, Cash, Check, PayPal, Other)
Save the payment

The invoice status will automatically update based on the payment:

Partially Paid - If payment is less than the total amount
Paid - If payment equals or exceeds the total amount

💡 Best Practices

Note

✔ Always double-check due dates and currency before sending.
✔ Add personalized messages in your footer to build client trust.
✔ Keep consistent numbering (e.g. INV-001, INV-002…) for bookkeeping.
✔ Use drafts for internal reviews before sending final invoices.
✔ Add shipping costs as separate line items for clear billing transparency.